Business Communication Chapter 1 PDF

Business Communication Chapter 1 Introduction to Communication Studies Prof. Dr. Jae A. Chung  1.1 Communication:  What is Communication Definition: Communication is the process of generating meaning by sending and receiving verbal and nonverbal symbols influenc...

Business Communication Chapter 1 Introduction to Communication Studies Prof. Dr. Jae A. Chung  1.1 Communication:  What is Communication Definition: Communication is the process of generating meaning by sending and receiving verbal and nonverbal symbols influenced by multiple contexts. Key Points: ⚬ Over 126 definitions of communication exist (Dance & Larson, 1976). ⚬ Communication involves encoding and decoding information between a sender and receiver. Why Study Communication? Importance: Communication affects all areas of our lives—academic, professional, personal, and civic. Key Insight: Studying communication gives you tools to improve performance in group work, interpersonal relationships, and understanding media.  History of Communication 1.1 Modality of the communication channels changes the fundamental nature of the process of communication  Aristotle and Aristotle’s Rhetoric Influence: Aristotle’s work on rhetoric (persuasion) laid the foundation for modern communication studies. The Five Canons of Rhetoric: ⚬ Invention: Developing arguments and evidence. ⚬ Arrangement: Organizing information clearly. ⚬ Style: Language choice and tone. ⚬ Delivery: Vocal/physical aspects of speaking. ⚬ Memory: Recalling information during speeches. Main Forms of Communication 1.2 Communication Process Communication is a Process Dynamic Process: Communication is continuous and evolves, making it hard to determine a clear start and end. Key Insight: Communication doesn't follow a strict sequence and adapts based on feedback and context. Defining some terms The Communication Process 1.2 Definition: Communication is the exchange of meaning through verbal and nonverbal messages.  Participants: Senders and receivers of messages. Messages: Content being conveyed, both verbal and nonverbal. Encoding: Turning thoughts into communication (e.g., crafting a sentence). Decoding: Interpreting the message and turning it back into thoughts. Channels: Sensory routes through which messages.geeksforgeeks.org/elements-of- are transmitted (e.g., sight, sound, touch) communication-process/ Encoding and Decoding Encoding: The process of turning thoughts into a communicable message. ⚬ Example: You feel hungry and encode the thought into the message: “I’m hungry. Let’s get pizza.” Decoding: The process of interpreting a received message and turning it into thoughts. ⚬ Example: Your roommate decodes your message, interpreting it as a suggestion to have pizza for dinner. Channels: The sensory routes through which messages travel. ⚬ Examples: ￭ Auditory: Speech or sounds. Visual: Body language, written text Noise in Communication Noise: Anything that interferes with the transmission or interpretation of a message. ⚬ Environmental Noise: Physical distractions (e.g., loud music, construction noise). ⚬ Semantic Noise: Misunderstanding due to unclear language or unfamiliar symbols (e.g., text message abbreviations, foreign languages). · Example: Sending a text with an autocorrect error (“thirstying sting” instead of “thrifting”) creates semantic noise, confusing the message.  Context in Communication Physical Context: The environment or location where communication takes place. ⚬ Example: A job interview in a small, hot room vs. an air-conditioned conference room can influence the communication style. Psychological Context: Mental and emotional states that affect how messages are sent or received. ⚬ Example: Stress, excitement, or anxiety can alter how a message is perceived and responded to. ·Key Point: Both physical and psychological contexts shape how effective communication is in any given situation. Social, Relational, and Cultural Contexts Social Context: The social norms and rules governing communication. ⚬ Example: Social rules like not interrupting or always greeting someone politely. Relational Context: How past interactions and the nature of relationships affect communication. ⚬ Example: You speak differently with a boss compared to a friend, adjusting your language and tone based on the relationship. Cultural Context: Cultural identities (e.g., race, gender, nationality) shape how communication is interpreted. ⚬ Example: Greetings, personal space, and formality in communication vary between cultures. Key Insight: Effective communication requires understanding and adapting to these various contexts to avoid miscommunication and improve interactions. Comparison of Models  Transmission Model of Communication Definition: A linear, one-way communication model where the sender transmits a message to a receiver. Characteristics: Sender-Centered: The sender is responsible for the message. Channel: The message is transmitted through a specific medium (e.g., radio, email, speech). Noise: External factors (like environmental noise or misunderstandings) can disrupt the message. The link Key Insight: This model is useful for understanding one-way communication, like TV or radio broadcasts, but it doesn’t account for feedback from the receiver.  Interaction Model of Communication Definition: A two-way process where participants take turns as sender and receiver, incorporating feedback into the communication cycle. ·Key Features: ⚬ Feedback: Responses from the receiver that show whether the message was understood (e.g., nodding, verbal responses). ⚬ Context: ￭ Physical Context: Environment in which communication occurs (e.g., noisy restaurant vs. quiet office). ￭ Psychological Context: Mental and emotional states of the participants (e.g., stress, excitement, anxiety). · Key Insight: This model highlights the interactive nature of communication but still treats it as a step-by-step process, missing the complexity of simultaneous  Transaction Model of Communication Definition: A simultaneous process where communicators continuously send and receive messages, constructing social realities in the process. Key Features: ⚬ Simultaneous Roles: Communicators are both senders and receivers at the same time. ⚬ Social Construction: Communication shapes our relationships, communities, and realities (e.g., how we form friendships, resolve conflicts). ⚬ Contexts: ￭ Social Context: Unspoken rules and norms (e.g., politeness, cultural greetings). ￭ Relational Context: Previous interactions and relationship dynamics (e.g., communicating differently with a boss vs. a sibling). ￭ Cultural Context: Influences based on identities (e.g., gender, race, nationality) affecting how we interpret and deliver messages. · Key Insight: This model captures the dynamic nature of communication, emphasizing that every interaction shapes our social world ahrq.gov/teamstepps-program/curriculum/communication/overview/index.html 1.3 Communication Principles Communication in Different Spheres Academic: Helps build foundational skills for success in school (e.g., listening, group work). Professional: Employers value strong communication skills, including listening, clarity, and the ability to motivate others. Personal: Improves relationships by helping understand and express emotions. Civic: Encourages engagement in community and political activities (e.g., volunteering, voting). 1.3 Communication Principles Communication Meets Various Needs 1,3 Physical Needs: Communication improves psychological and physical well- being (e.g., social connections, stress relief). Instrumental Needs: Helps us accomplish daily tasks and achieve short- and long-term goals (e.g., influencing, requesting support). Relational Needs: Develops, maintains, and ends social relationships. Identity Needs: Shapes how we present ourselves and how others perceive us. Norms and Rules Communication is Intentional and Unintentional Intentional Communication: Planned messages (e.g., preparing a speech). Unintentional Communication: Reactionary or automatic messages (e.g., body language, facial expressions). Key Insight: Even when unintentional, communication creates meaning. Communication is Irreversible Key Principle: Once something is communicated, it can't be taken back. Example: Apologizing after making an offensive joke doesn’t erase the original message. Takeaway: Words and actions have lasting effects, so think before communicating. Communication is Unrepeatable Key Principle: Even if you try to recreate a successful communication encounter, the context changes. Example: Retelling a joke in a different setting often doesn’t have the same effect. Takeaway: Context, mood, and participants make each communication unique. Communication is Guided by Culture and Context Cultural Influence: Culture shapes how we interpret and deliver messages. Example: Individualistic cultures (like the US) value self-expression, while collectivist cultures (like Japan) emphasize group harmony. Key Insight: Understanding cultural differences is key to avoiding miscommunication. Skip 1.4  Overcoming Anxiety Communication Apprehension (CA): Fear or anxiety experienced during real or imagined communication. Affects various forms of communication, not just public speaking. 15-20% of college students have high trait CA (general communication anxiety). 70% experience some level of trait CA. Public Speaking Anxiety: A specific type of CA causing physiological, cognitive, and behavioral reactions. Triggered by real or imagined presentations.  Managing Anxiety Research-Backed Strategies to Address CA: Systematic Desensitization: Gradual exposure to public speaking to reduce anxiety. Cognitive Restructuring: Changing negative thoughts about speaking into positive ones. Skills Training: Practicing communication skills to build What is the 3 3 3 rule for anxiety? confidence. Impact on Academic Performance: CA can lead to: The 333 anxiety rule involves observing three things you can see, three things you can hear, Lower course grades. and three things you can move or touch. It is a Higher dropout rates. grounding technique — a coping skill to manage Negative assumptions about competence. intense emotions by steering the mind away from anxiety and toward the present moment.. Chapter 1